Adopt a supplier quote into your own quote — with a markup

When you buy in services for an event — sound engineering, a second caterer, an agency's service staff — your supplier sends you a quote. Until now you retyped its line items into your own quote and did the markup in your head.

That now takes three steps, right inside the document.

1. Upload the quote

Open the quote (or invoice) the subcontracted service should land on: open the event, go to the Documents tab and click the document. You'll only find the Supplier quote button there, in the document editor between the line item picker and the line item list — and only while the document is still a draft. If you create the document from the Bookings tab, you stay on the Bookings page; open the document afterwards via the Documents tab.

• Drop your supplier's quote into the window or pick it: PDF, JPG, PNG or WebP. A phone photo is fine.
• We can't read HEIC photos (the iPhone default). Set the camera to “Most Compatible” or upload a JPG.
• We then read the quote out. That takes a moment. You can close the window — we carry on, and next time you open it the button tells you how many quotes are still waiting to be adopted.

If we couldn't read a quote, you'll see it in the same window and can click Try again.

2. Review the line items and set your markup

The review window shows the original on the left and every line item we read out on the right:

• Description, quantity and unit as printed on your supplier's quote
• Cost (net) — his price is your cost
• Markup in %
• Sale (net) — what that becomes for your client

Above the list sits a Markup in % field that applies to every line. The value you used last time is pre-filled.

Change the markup on a single line and that line stays untouched from then on — the field above no longer changes it. The line is marked accordingly.

Untick anything you don't need.

When a price is missing

We never guess a price. Instead we flag the line item and you decide:

• “No net price detected” — the quote only printed gross prices, or the scan was unreadable. Enter the cost yourself.
• “Deduction detected” — there was a discount or credit line with a negative amount. We don't adopt that as a cost; decide how you want to show it on your own document.
• If the quote is issued in a different currency than your workspace works in, adoption is blocked. Add the line items by hand in that case.

3. Adopt

Adopt appends the selected line items to the bottom of your document. Each one carries:

• your sale price as the unit price
• your supplier's price as the cost

That's exactly why the document's cost and contribution margin add up afterwards with no rework. From there you can edit text, quantity and prices like on any other line item.

Adoption is all-or-nothing: if anything goes wrong, not a single line item lands on the document.

The supplier uploads their quote themselves

You no longer have to collect the quote by email. Once you have sent the supplier a supplier order — or they have confirmed it — they see an Upload quote button on that order in their partner portal (PDF or photo up to 25 MB, up to ten quotes per order). Afterwards it reads “Quote uploaded on …”. They don’t see prices or what you do with the quote.

On your side, this happens:

• You get a notification (bell) naming the supplier.
• Univents reads the quote. This takes a few minutes.
• In the event’s Bookings tab, the order box at the supplier shows Quote from the supplier with its state (Being read, Read or Not readable) and the buttons View and Adopt into new quote.

The Supplier quote route in the document editor (described above) shows the uploaded quote as well — there you can adopt it into an existing draft.

Adopt into a new quote

Adopt into new quote (only for a quote that has been read and belongs to an event) opens the same review window as above. Instead of Adopt, it shows Create new quote: Univents creates a new quote draft on the event and adopts the selected line items with your markup — the supplier’s cost price is stored as the cost on every line item. Afterwards you land in the new draft.

• If you click twice in quick succession, only one draft is created; you get “This quote already exists — opening it.”
• If the adoption fails, no empty draft is left behind. You can try again.
• The same permission and the same plan as above apply.

Good to know

• Drafts only. Once a document is sent, accepted or paid, its line items are frozen — the button no longer appears.
• A quote is not an invoice. An adopted supplier quote moves no budget envelope and books no expense. It's a price quotation. You capture your supplier's later incoming invoice in the event's finance tab as usual.
• The same line item lands on one document only once. You may adopt it again onto a second document — the invoice for your quote, for instance.
• Delete an adopted line item and the quote counts as “waiting to be adopted” again, automatically.
• Permission and plan. You need the right to edit finance documents, and the Core plan or higher. The button is visible even without a suitable plan, but you cannot upload or adopt a quote then.